Turning 1:1's into Your Strategic Advantage
How to elevate your conversations for maximum impact
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As leaders, we are constantly balancing competing priorities - driving strategy, delivering results, and leading people. Amid this, the routine of the monthly or fortnightly one-to-one (1:1) meeting can become just that: routine.
But what if we treated these meetings as the strategic asset they are - an opportunity to align, unlock, and drive performance and potential?
The maths says we should. In reality, a senior leader meeting with a direct report once a month equates to just 12 hours per year of dedicated one-on-one time.
For average workers who spend around 1,600 hours at work per year (and for leaders who work even more) an hourly monthly 1:1 equates to just 0.75% of their time.
That’s less than a 1% chance to impact the other 99%. That 1% really needs to count.
While your interactions won’t be limited to these meetings, this is specific, dedicated time to focus on your relationship, their priorities, and outcomes.
To put that in perspective, FIFA data shows that a football/soccer player has the ball at their feet for an average of just 109 seconds in a 90-minute game - yet those seconds define their impact.
The same is true in leadership: what we do with this small window of time can either drive alignment and engagement or be a missed opportunity.
The challenge? Many leaders default to status updates, task reviews, and transactional conversations - missing the chance to make these meetings count.
But the best leaders design their 1:1s with intent, ensuring that each conversation strengthens trust, sharpens focus, and moves both the individual and the organisation forward.
If you, like me, believe it is time to re-think how we approach 1:1s, read on.
Reflect: One of the biggest mistakes leaders make is using 1:1s as a reporting mechanism rather than a leadership tool. If your meetings focus on status updates and project check-ins, you’re operating at the wrong altitude.
Before your next set of 1:1s, take a step back and ask yourself:
What do your 1:1s typically focus on? Are they about progress updates, problem-solving, development, or strategic alignment?
What do you find yourself naturally tempted to discuss? Are you defaulting to areas that feel urgent or interesting but not truly, strategically important?
What could be covered in a different way (e.g., asynchronously via dashboards or shared reports) to create more space for higher-value conversations?
Remember: The best 1:1s aren’t about what’s happening today; they’re about where we’re going next.
Design: There is no single "perfect template" for a 1:1 because each team member is different. However, great 1:1s often include a mix of the following:
Performance and Priorities - What’s going well? Where are the pressure points? What needs attention?
Opportunities and Challenges - What patterns are emerging? What barriers need to be removed?
Feedback and Growth - What feedback have they received (or not)? What’s their biggest learning recently?
Strategic Thinking - How do their priorities align with business goals? Are they thinking big enough?
Coaching and Development - How are they growing? Where do they need support?
A high-impact 1:1 isn’t just about what’s happening now - it’s about setting the conditions for future success.
What would you add or adjust to make your 1:1s more strategic?
Focus: Leadership isn’t one-size-fits-all, and neither are 1:1s. Some team members thrive on deep discussion and relationship-building, while others prefer concise, focused, action-oriented conversations.
To ensure 1:1s deliver maximum value:
Know what each person values and needs the most. Do they need clarity, space to problem-solve, or support in navigating challenges?
Adapt your style. Are they looking for coaching, direct advice, or a mix of both? What doe they respond best to?
Balance your needs and theirs. What do you need from the meeting - and what do they need to feel heard, empowered, and aligned?
Take a moment and think about each of your direct reports. What does an ideal 1:1 look like for them?
If you’re treating all your 1:1s the same way, you might be missing the opportunity to unlock their real potential.
Refine: Leadership is not about how much you say, but how well you listen. A great 1:1 is about presence, not just process.
Take a moment to reflect:
Do you tend to advise, tell, or coach more? Where could you shift your approach?
Are you actively listening - or just waiting for your turn to speak?
What’s one thing you could do differently in your next set of meetings to create more impact?
Your leadership style shapes your team’s performance. Small shifts in how you engage can create disproportionate impact.
Elevate: If designed well, 1:1s are not just meetings - they are one of the most powerful leadership tools at your disposal. They are where alignment is strengthened, decisions are sharpened, and people feel seen and supported.
Leaders who get this right unlock performance, drive engagement, and create lasting impact - not just in these meetings, but in everything that follows.
So, as you prepare for your next 1:1s, ask yourself:
Are you making the most of this 1%?
How can you elevate your approach to turn these moments into game-changers for your team and business?
Listen: For a deep dive into optimising 1:1s, listen to Steven Rogelberg (Chancellor’s Professor at UNC) on HBR’s IdeaCast, where he shares insights on preparing for, structuring, and maximizing impact in these critical conversations.
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